--- title: "Purchasing" url: "/offices/business-services/purchasing" type: page date: 2026-05-14 updated: 2026-09-23 --- # Purchasing ## Purchasing Purchasing at Manhattan University is managed through our Unimarket e-procurement system as a standard purchase order development program. Unimarket is integrated with our Banner finance system to maintain budget requirements and encumbrances. Designated Manhattan University staff and administrators may make purchases through external suppliers with premier websites, hosted catalogs and registered company profiles within Unimarket. - [Terms and Conditions](/node/2520) - [Banner & Unimarket Account Request Procedure](/node/2521) - [Unimarket New User Application](https://manhattancollege.formstack.com/forms/unimarket_account_request_form) - **Banner 9 Purchasing Guide** Document [REVISED-Banner-Requisition-Training---Banner-9-1.pdf](/sites/default/files/media/2026-05/REVISED-Banner-Requisition-Training---Banner-9-1.pdf) (2.14 MB) - **Purchasing - Quick Reference Guide** Document [PROCUREMENT\_Training-Guide.pdf](/sites/default/files/media/2026-05/PROCUREMENT_Training-Guide.pdf) (2.14 MB) For more information, contact the Assistant Director of Purchasing & Operations (ADP) at [718-862-7361](tel:+17188627361) or the Business Office at [718-862-7456](tel:+17188627456). ### Vendor Selection Vendor selection can be researched through several methods and resources: - The department requesting the purchase may research suppliers based on the type of product, specifications and pricing. For orders of more than $10,000, at least two to three quotations should be obtained, particularly when using capital funds. - The ADP can provide vendor sources upon request. Various vendors are affiliated with the University and registered as suppliers. Depending on the product, multiple sources may be provided with consideration of favorable pricing, multiple quotations, cooperative contracts or other recommendations. - A Request for Quotation (RFQ) may be submitted through Unimarket directly to premier suppliers. The requester can compare offers, select the preferred option and proceed to checkout for creation of a purchase order. Vendor evaluation is not based solely on price. Other factors may include delivery terms, service and warranty provisions, rebate programs and contract agreements. ### Purchase Orders and Unimarket Purchasing goods and services requires a purchase order to be created in Unimarket to verify department approval, encumber the expense and support final payment of the invoice. - Unimarket is the University's e-procurement system. It provides access to premier vendor websites, hosted catalogs and non-catalog order forms for creating purchase requisitions. Pricing agreements are predetermined with suppliers and made available through personalized websites for Manhattan University users. New vendors can also be added and invited to register and provide their company and tax profiles. Orders are sent electronically through hosted cXML services or by email. - A Request for Quotation (RFQ) allows a requester to communicate with several premier vendors at one time. Vendors may bid on merchandise, after which the requester can select an offer, add it to the cart and create a requisition. The requisition is reviewed by the department budget manager and moves through the approval process based on the total dollar amount before final approval by Purchasing. Once approved, a purchase order number is assigned and sent to the vendor. ### Banner In special circumstances, Banner may be used for purchase orders with approval from the ADP: - **New vendors:** Submit the full company address, contact information, email address and vendor W-9 to the ADP, along with any additional documentation required by Manhattan University to establish a credit account with the vendor. - To submit a purchase order through Banner, first submit a purchase requisition form and approved documentation for the goods or services, such as quotations or contracts, to the ADP. - The ADP will forward the request to the vendor and verify that the vendor is appropriate based on pre-negotiated contracts, New York State contracts or cooperative purchasing contracts available to the University. ### Account Codes - Four-digit account codes coordinate with department budgets and identify the type of purchase, expense or service being ordered. Using the correct code for each line item helps ensure accurate allocation and future budgeting. - Purchase requests must be submitted through an online purchase requisition in Banner or Unimarket using the appropriate codes. Once received, funds will be deducted from the department's budget unless the requisition is canceled. - You will be alerted if a purchase exceeds the account budget. If the overall budget can support the purchase, you may continue to use the same account code. For budget-planning purposes, do not change an account code simply because a line is overspent. Contact the Controller's Office if you are at risk of exceeding the overall department budget. ### Receipt of Goods - Most goods are received through the mailroom. - As an agent of your department, you are responsible for verifying that the order is correct, arrived undamaged and matches the original purchase order and invoice. Damaged or missing goods and incorrect invoices should be communicated directly to the vendor. ### Invoice Payment - Unimarket and Banner purchase orders are paid directly by Accounts Payable using the information provided on the original order and the signed invoice. - Do not use a check request to pay a purchase order invoice. If the purchase order number is not listed on the vendor's invoice, look up the number and enter it for the Controller's Office. - Once the goods have been received and verified, the head of the ordering department must sign the invoice before it is forwarded to the Controller's Office. ### Unimarket and Banner Integration Unimarket imports purchase orders into the Banner accounting system, where they can be viewed, updated, corrected and processed for payment. #### Orders to LITE Suppliers LITE suppliers do not have their catalog information uploaded for review in Unimarket. - Create a requisition by selecting the vendor and submitting a manual order. Before beginning, the requester should have the vendor part number, make and model, manufacturer's number when applicable, unit of measure, quantity and accurate price. - Departments should obtain a price quote in advance to confirm pricing, volume discounts and other costs. Shipping costs and special delivery requirements, such as loading dock access, inside delivery or installation, should also be discussed with the vendor and entered as separate line items when applicable. Electronic quotations should be attached to the requisition. - Once a requisition is completed, an approval request is sent to the budget manager responsible for the Fund/Org. The manager reviews the purchase and the accuracy of the Fund/Org/Account/Program codes before approving or declining the request. #### Purchasing Approval Levels - ADP: up to $5,000 - Director: $5,000-$10,000 - Chief Financial Officer: $10,000-$1,000,000 Following approval, purchase order information is transmitted to Banner. The purchase order can then be viewed in both Banner and Unimarket, and the encumbrance is assigned to the budget codes entered in the Unimarket order. Subsequent changes and payments are processed through Banner. To view or forward a purchase order, the requester can open the purchase order PDF in Unimarket and send it as an attachment. A requester can also copy a previous order to create a new requisition, edit it as needed and proceed through checkout. ### Unimarket Training - Private training sessions are available by appointment with the ADP. New employees and employees who plan to make purchases independently are encouraged to schedule a training session. - Group training sessions are announced in advance. Users are encouraged to attend these sessions to stay informed about changes to Unimarket procedures, features and tools.